Billing Manual - Nevada Medicaid - NV.gov

2MB Size 2 Downloads 31 Views

Feb 20, 2015 ... Nevada Medicaid requires providers to retain medical records for a ..... For the Las Vegas area, call (702) 486-3545. For the Waiver for Persons ...
Nevada MMIS 270 Companion Guide

Billing Manual for Nevada Medicaid and Nevada Check Up NEVADA MEDICAID AND NEVADA CHECK UP

Updated September 1, 2017

Change history Date (mm/dd/yyyy)

Description of changes

Pages impacted

07/13/2007

Large number of changes and updates including:  NPI/API Updates  New Frequently Asked Questions throughout the manual  Updated First Health Services mailing address  Links to Internet documents and websites including forms and MSM Chapters  Prior Authorization requirements  New TPL contractor contact information  New MCO contact information

All

08/08/2008

Chapter 8 updated to reflect the mandatory Electronic Funds Transfer (EFT) payment policy for all new Nevada Medicaid providers and for all existing Nevada Medicaid providers upon re-enrollment

Chapter 8

01/30/2009

Chapter 3, “Recipient Eligibility” updates reflecting new policies that update Welfare information. Chapter 8, “Claims Processing and Beyond”, list of potential 8th digit characters for paid claims ICN updated. For clarification the following sentence was added to the “How to File an Appeal” section: If your appeal is rejected (e.g. for incomplete information) there is no extension to the original 30 calendar days

Chapter 3, Chapter 8

03/10/2009

This update included the removal of [email protected] as a valid contact email address for First Health Services. Providers should now call the customer service center with any questions rather than sending an email to this address.

08/26/2009

Revised the phone number for updating or inquiring on a recipient’s Medicare information on file with DHCFP. This manual previously listed phone numbers (775) 684-3687 and (775) 684-3628. The new number to call is (775) 684-3703

Updated 09/01/2017 pv07/24/2017

Billing Manual i

Date (mm/dd/yyyy)

Description of changes

03/17/2010

First Health Services’ email domain name has changed. When

Pages impacted

contacting First Health Services via email, please use @magellanhealth.com. Claim appeals information was updated to include state policy that prohibits First Health Services from considering appeals for subsequent same service claim submissions. Form FH-72 is now obsolete. References to this form have been removed. A new section titled, overpayments, has been added with instructions for providers on how to handle overpayments. The phone number and email address for First Health Services’ TPL vendor, Health Management Services, has been updated in chapters 2 and 5. 05/28/2010

Clarified, under the claims processing heading in chapter 8, the responsibility of providers to submit claims that are in compliance with Nevada Medicaid and Nevada Check Up policies.

06/14/2010

Updated Amerigroup’s physician contracting phone number to (702) 228-1308 ext. 59840.

04/21/2014

Multiple updates include: Updated Provider Enrollment section; updated Pharmacy claims addresses; updated Prior and retrospective authorization section; updated hyperlinks; added reference to Provider Preventable Conditions (PPCs)

All

01/13/2015

Multiple updates and clarifications throughout, including: updated ICN designations; updated requirements for the Claim Appeal process; and ICD-10 effective date

38, 40-41, 33 and 43

02/20/2015

Added DMEPOS to prior authorization submission deadlines list; updated Continued stay request section; added instructions for unscheduled revisions; added prior authorization appeals mailing address

21-24

07/01/2015

Retroeligibility time frame changed from five days to ten days; updated instructions under “Incomplete requests”

22 and 23

02/02/2016

Updated sections throughout

3, 4, 5, 9, 19, 23, 25, 29, 35 and 44

05/02/2016

Added quality measures requirements for Behavioral Health Community Network (BHCN) Providers; added documentation requirements for authorizations; updated Peer-to-Peer Review or Reconsideration section.

6, 23, 26-29

03/14/2017

Updated Policy Development & Program Management name and contact email; updated documentation for authorization requests; updated authorization submission deadlines; added MCO to FFS authorization process; added Termination of

7/8, 23, 24, 27, 31, 34

Updated 09/01/2017 pv07/24/2017

Chapter 8

Billing Manual ii

Date (mm/dd/yyyy)

Description of changes

Pages impacted

Services instructions; added TPL vendor email 07/24/2017

Updated 09/01/2017 pv07/24/2017

Updated Managed Care Organization (MCO) contact information. Updated applicable prior authorization text to reflect submission via the portal. Changed fiscal agent and Quality Improvement Organization (QIO) references (DXC Technology) to “Nevada Medicaid” throughout manual.

23, 27-29

Billing Manual iii

Table of contents Introduction Audiences Authority Questions Copyright notices Medicaid goals Roles and responsibilities Provider enrollment Discrimination Reporting Fraud or Abuse HIPAA Behavioral Health Community Network (BHCN) Providers Claim appeals unit Automated Response System (ARS) Billing Manual and Billing Guidelines Claims mailing address Electronic Verification System (EVS) Provider Customer Service Center Medicaid Services Manual (MSM) Public hearings Web announcements Websites Determining eligibility Verifying eligibility and benefits Pending eligibility Retroactive eligibility Termination of eligibility Sample Medicaid card Fee For Service vs. Managed Care MCO contact information Care management services information Introduction

Updated 09/01/2017 pv07/24/2017

Billing Manual iv

Ways to request authorization Drug requests and ProDUR overrides Submission deadlines Continued stay request Retrospective authorization Hospital presumptive eligibility authorization process Recipient changes eligibility from MCO to FFS authorization process After submitting the request Approved request Adverse determination Peer-to-Peer Review or Reconsideration Special authorization requirements based on recipient eligibility Claims for prior authorized services

TPL policy Ways to access TPL information How to bill claims with TPL Follow other payers’ requirements When Medicaid can be billed first You can bill the recipient when… You may NOT bill the recipient when… Incorrect TPL information Discovering TPL after Medicaid pays EDI defined Benefits of EDI Common EDI terms Introducing Payerpath Available transactions EDI resources

Which NPI do I use on my claim? Which code do I use on my claim? How do I submit a clean paper claim? What is the timely filing (stale date) period? How much do I bill for a service? What attachments can be required? What else should I know about attachments?

Updated 09/01/2017 pv07/24/2017

Billing Manual v

Claims processing How to check claim status Your remittance advice Frequently asked RA questions Parts of the ICN Pended claims Resubmitting a denied claim Adjustments and Voids Overpayment Claim Appeals Provider payment

Updated 09/01/2017 pv07/24/2017

Billing Manual vi

About this manual Introduction DXC Technology, the fiscal agent for Nevada Medicaid, maintains this manual and the website, https://www.medicaid.nv.gov, to support Nevada Medicaid and Nevada Check Up billing. Hereafter, DXC Technology is referred to as Nevada Medicaid in this document and in all communications with the Nevada Medicaid and Nevada Check Up provider community. Hereafter in this document, the Nevada Medicaid and Nevada Check Up programs are referred to as Medicaid unless otherwise specified.

Audiences Please make this manual available to providers, their billing staffs and billing entities. The provider is responsible for maintaining current reference documents for Medicaid billing.

Authority This manual does not have the effect of law or regulation. Every effort has been made to ensure accuracy, however, should there be a conflict between this manual and pertinent laws, regulations or contracts, the latter will prevail.

Questions If you have questions regarding this manual, please contact the Nevada Medicaid Provider Customer Service Center at (877) 638-3472.

Copyright notices Current Procedural Terminology (CPT) and Current Dental Terminology (CDT) data are copyrighted by the American Medical Association (AMA), and the American Dental Association (ADA), respectively, all rights reserved. AMA and ADA assume no liability for data contained or not contained in this manual.

Updated 09/01/2017 pv07/24/2017

Billing Manual 1

Chapter 1: Introduction and provider enrollment Medicaid goals Nevada Medicaid strives to:    

Purchase quality health care for low income Nevadans Promote equal access to health care at an affordable cost to taxpayers Control the growth of health care costs Maximize federal revenue

Roles and responsibilities Division of Health Care Financing and Policy In accordance with federal and state regulations, the Division of Health Care Financing and Policy (DHCFP) develops Medicaid policy, oversees Medicaid administration, and advises recipients in all aspects of Nevada Check Up coverage. Division of Welfare and Supportive Services The Division of Welfare and Supportive Services (DWSS) accepts applications for Medicaid assistance, determines eligibility, and creates and updates recipient case files. The latest information is transferred from DWSS to Nevada Medicaid daily. DXC Technology (Fiscal Agent) DXC Technology is the fiscal agent for Nevada Medicaid and Nevada Check Up. Effective June 26, 2017, DXC Technology is referred to as Nevada Medicaid in all communications with the Nevada Medicaid and Nevada Check Up provider community. DXC Technology handles:       

Claims adjudication and adjustment Pharmacy drug program Prior authorization Provider enrollment Provider inquiries Provider training Provider/Recipient files

Updated 09/01/2017 pv07/24/2017

Billing Manual 2

Provider Each provider is responsible to: 

    

Follow regulations set forth in the Medicaid Services Manual (see Medicaid Services Manual (MSM) Chapter 100 Medicaid Program and MSM Chapter 3300 Program Integrity) Obtain prior authorization (if applicable) Pursue third-party payment resources before billing Medicaid Retain a proper record of services Submit claims timely, completely and accurately (errors made by a billing agency are the provider's responsibility) Verify eligibility prior to rendering services

Records Retention A provider’s medical records must contain all information necessary to disclose the full extent of services (i.e., financial and clinical data). Nevada Medicaid requires providers to retain medical records for a minimum of six years from the date of payment. Upon request, records must be provided free of charge to a designated Medicaid agency, the Secretary of Health and Human Services or Nevada’s Medicaid Fraud Control Unit. Records in electronic format must be readily accessible. Recipient According to the “Welcome to NV Medicaid and NV Check Up” brochure published by DHCFP, a recipient or their designated representative is responsible to:      

Advise caseworker of third-party coverage Allow no one else to use their Medicaid card Keep or cancel in advance appointments with providers (Medicaid does not pay providers for missed appointments) Pick up eyeglasses, hearing aids, medical devices and so forth, which are authorized and paid for by Medicaid Present their Medicaid card when services are rendered See a provider who participates in their private insurance plan when applicable

Provider enrollment All providers must be enrolled as a full Medicaid provider to bill for services rendered to a Medicaid recipient. Providers who are enrolled as an Ordering, Prescribing or Referring (OPR) provider cannot bill for services rendered to a Medicaid recipient. Everything you need to enroll is on the Provider Enrollment webpage. If you have any questions, contact the provider enrollment unit at (877) 638-3472.

Updated 09/01/2017 pv07/24/2017

Billing Manual 3

The federal regulation at 42 CFR 455.414 requires that state Medicaid agencies revalidate the enrollment of all providers, regardless of provider types, at least every five (5) years, with the exception of Durable Medical Equipment (DMEPOS) suppliers which must revalidate every three (3) years per 42 CFR 424.57. Nevada Medicaid and Nevada Check Up providers will receive a letter notifying them when to revalidate. Providers who do not revalidate within 60 days of the date on their notification will have their provider contract terminated. Revalidation documents are located on the Provider Enrollment webpage, and providers may revalidate online by logging into the Provider Web Portal through the Provider Login (EVS) link and click on the “Revalidate-Update Provider” link on the My Home page. Changes to Enrollment Information Medicaid providers, and any pending contract approval, are required to report, in writing within five working days, any change in ownership, address, addition or removal of practitioners, or any other information pertinent to the receipt of Medicaid funds. Failure to do so may result in termination of the contract at the time of discovery (per Medicaid Services Manual, Chapter 100, Section 103.3). Use the Provider Information Change Form (FA-33 to report changes and fax the completed form to (775) 335-8593. Providers may submit provider changes online by logging into the Provider Web Portal through the Provider Login (EVS) link and click on the “Revalidate-Update Provider” link on the My Home page.

Updated 09/01/2017 pv07/24/2017

Billing Manual 4

Catchment Areas If your business/practice/facility is in one of the following “catchment areas,” submit Nevada Medicaid enrollment documents as described for in-state providers (see “Required Documents”). To qualify, the provider must meet all federal requirements, Nevada Medicaid state requirements and be a Medicaid provider in the state where services are rendered. Catchment Areas State

Cities/Zip Codes

Arizona

Bullhead City: 86426, 86427, 86429, 86430, 86439, 86442, 86446 Kingman: 86401, 86402, 86411, 86412, 86413, 86437, 86445 Littlefield: 86432

California

Bishop: 93512, 93514, 93515 Bridgeport: 93517 Davis: 95616, 95617, 95618 Loyalton: 96118 Markleeville: 96120 Needles: 92363 Sacramento: 94203, 94204, 94205, 94206, 94207, 94208, 94209, 94211, 94229, 94230, 94232, 94234, 94235, 94236, 94237, 94239, 94240, 94244, 94245, 94246, 94247, 94248, 94249, 94250, 94252, 94254, 94256, 94257, 94258, 94259, 94261, 94262, 94263, 94267, 94268, 94269, 94271, 94273, 94274, 94277, 94278, 94279, 94280, 94282, 94283, 94284, 94285, 94286, 94287, 94288, 94289, 94290, 94291, 94293, 94294, 94295, 94296, 94297, 94298, 94299, 95811, 95812, 95813, 95814, 95815, 95816, 95817, 95818, 95819, 95820, 95821, 95822, 95823, 95824, 94825, 95826, 95827, 95828, 95829, 95830, 95831, 95832, 95833, 95834, 95835, 95836, 95837, 95838, 95840, 95841, 95842, 95843, 95851, 95852, 95853, 95860, 95864, 95865, 95866, 95867, 95887, 95894, 95899 South Lake Tahoe: 96150, 96151, 96152, 96154, 96155, 96156, 96157, 96158 Susanville: 96127, 96130 Truckee: 96160, 96161, 96162

Idaho

Boise: 83701, 83702, 83703, 83704, 83705, 83706, 83707, 83708, 83709, 83711, 83712, 83713, 83714, 83715, 83716, 83717, 83719, 83720, 83721, 83722, 83724, 83725, 83726, 83727, 83728, 83729, 83730, 83731, 83732, 83733, 83735, 83756, 83757, 83799 Mountain Home: 83647 Twin Falls: 83301, 83302, 83303

Utah

Cedar City: 84720, 84721 Enterprise: 84725 Orem: 84057, 84058, 84059, 84097 Provo: 84601, 84602, 84603, 84604, 84605, 84606 Salt Lake City: 84101, 84102, 84103, 84104, 84105, 84106, 84107, 84108, 84109, 84110, 84111, 84112, 84113, 84114, 84115, 84116, 84117, 84118, 84119, 84120, 84121, 84122, 84123, 84124, 84125, 84126, 84127, 84128, 84130, 84131, 84132, 84133, 84134, 84136, 84138, 84139, 84141, 84143, 84144, 84145, 84147, 84148, 84150, 84151, 84152, 84153, 84157, 84158, 84165, 84170, 84171, 84180, 84184, 84189, 84190, 84199 St. George: 84770, 84771, 84790, 84791 Tooele: 84074 Wendover: 84083 West Jordan: 84084

Discrimination Federal law prohibits discrimination against any person on the grounds of age, color, disability, gender, illness, national origin, race, religion or sexual orientation that would deny a person the benefits of any federally financed program. Medicaid will only pay providers who comply with applicable federal and state laws. Billing Medicaid for services or supplies is considered

Updated 09/01/2017 pv07/24/2017

Billing Manual 5

evidence that the provider is complying with all such laws, including the Title VI of the Civil Rights Act, Section 504 of the Rehabilitation Act, and the 1975 Age Discrimination Act.

Reporting Fraud or Abuse Providers have an obligation to report to the DHCFP any suspicion of fraud or abuse in DHCFP programs, including fraud or abuse associated with recipients or other providers. Report suspected fraud or abuse to the Surveillance and Utilization Review (SUR) Unit by completing an online form by going to the DHCFP website at dhcfp.nv.gov and clicking on Report Medicaid Provider Fraud, or by calling and leaving a message at (775) 687-8405. For more information on fraud and abuse policies, please refer to MSM Chapter 3300.

HIPAA The Health Insurance Portability and Accountability Act of 1996 (HIPAA – Public Law 104-191) gives individuals certain rights concerning their health information, sets boundaries on how it is used, establishes formal safeguards and holds violators accountable. HIPAA requires that healthcare workers never release personal health information to anyone who does not have a need to know. This regulation became effective April 14, 2003. For more information, please visit the HIPAA section of the Centers for Medicare & Medicaid Services (CMS) website at http://www.cms.gov.

Behavioral Health Community Network (BHCN) Providers Per Medicaid Services Manual (MSM), Chapter 400, Section 403.2.B a Behavioral Health Community Network (BHCN) provider is required to submit a Quality Assurance (QA) Program description upon enrollment and an updated program description with QA report results to the Division of Health Care Financing and Policy (DHCFP) annually. As defined by the Medicaid Services Manual Addendum, Quality Assurance is a structured, internal monitoring and evaluation process designed to improve quality of care. QA involves the identification of quality of care criteria, which establishes the indicators for program measurements and corrective actions to remedy any deficiencies identified in the quality of direct patient, administrative and support services. For QA Program requirements please refer to MSM 403.2.B. The following is to provide additional direction on how to assess BHCN QA quality measures and how to submit QA Program documentation. Quality measures are assessed at the program level, not a specific population based on payer source. Quality Measures 1. Effectiveness of Care

Updated 09/01/2017 pv07/24/2017

Billing Manual 6

a. Identify the percentage of recipients demonstrating stable or improved functioning. BHCN will utilize a nationally recognized assessment tool appropriate to the BHCN service model. Sampling methodology must be random and reflect at least a 10% sample size of recipients. b. Develop a chart audit tool to review Treatment Plans to assure compliance with requirements in MSM Chapter 400. Refer to MSM 403.2B for treatment plan criteria. The chart audit tool may include but need not be limited to the following: indicators to review treatment progress, care coordination, medication management, safety, presence of appropriate documentation and authorized signatures. Results will include a copy of the chart audit tool, the goal of the review, the number of treatment plans reviewed, overall findings, and what actions the BHCN took in response to adverse results. Sampling methodology must be random and reflect at least a 10% sample size of Treatment Plans. 2. Access and Availability of Care a. Measure timeliness of care. Timeliness of appointment scheduling between initial contact and rendered face-to-face services will be measured as follows for each service category (i.e., Outpatient Services, Day Treatment Services, Medication Clinic, etc.): Level of Need

Wait Time

Emergent

Same Day

Urgent

Within 2 calendar days

Routine

Within 45 calendar days

3. Satisfaction of Care a. Conduct a recipient and/or family satisfaction survey(s) on all patients and/or families and provide results. The satisfaction survey(s) questions may include but need not be limited to the following: Access to services, quality and appropriateness of services, outcome of services, recipient’s participation in treatment planning, and general satisfaction of care. Include results from the recipient and/or family satisfaction survey(s). i. Results will include a copy of the survey, the frequency of the survey, the number of surveys administered, number of completed surveys received, and what actions the BHCN took in response to adverse results. b. Submit a detailed grievance policy and procedure (refer to addendum for definition of grievance). The policy and procedure shall outline how grievances and complaints are tracked and acted upon by the BHCN in a prompt and timely manner. Identify the number of grievances and complaints that have been received by the BHCN, the response time in which the agency addressed them, the percentage of grievances/complaints resolved, and a limited description of grievances/complaints filed. Submission Process 1. BHCN Program documentation should include: a. Medicaid Provider ID b. BHCN Name

Updated 09/01/2017 pv07/24/2017

Billing Manual 7

c. d. e. f. g.

Mailing Address Phone number Fax number E-mail Contact person specific to BHCN QA reviews (Note that general contact information updates should continue to go through the Quality Improvement Organization (QIO)-like vendor: DXC Technology. As explained on pages 1 and 2 of this Billing Manual, DXC Technology is referred to as Nevada Medicaid.)

2. New BHCN providers will submit a QA Program directly to Nevada Medicaid with provider enrollment documentation. Reference the Provider Enrollment checklists at http://www.medicaid.nv.gov/providers/checklist.aspx. Nevada Medicaid does not approve the QA Program. QA Programs will be forwarded to the DHCFP QA specialist for review. The BHCN will be notified of QA Program acceptance by letter within 45 calendar days of receipt by DHCFP. QA Report results will not be required in year one. 3. All BHCN providers will be expected to submit an updated QA Program and QA Report results every year on the anniversary of the BHCN enrollment month, or otherwise mutually agreed upon date if the facility reports to a crediting agency. A reminder letter will be sent in advance of the next scheduled QA Program review. BHCN providers will have 30 calendar days from notification to submit required documentation. QA Programs and QA Report results will be submitted directly to DHCFP at 1100 E William St. Carson City, NV 89701 Attn: Managed Care & Quality Team; or e-mailed to [email protected] 4. If a Corrective Action Plan (CAP) is required, the BHCN will submit all components listed in MSM 403.2.B.6.e. The BHCN will adhere to all corrective actions, process changes, and follow-up activities in the timeframes identified in the Corrective Action Plan. 5. BHCN providers may be subject to sanctions, including suspension and/or termination if required timeframes are not met during any step of the submission process. 6. Useful BH definitions may be found within the Medicaid Services Manual Addendum located at: http://dhcfp.nv.gov/Resources/AdminSupport/Manuals/MSM/MSMAddendum/MSMAddendum/ 7. Questions about the QA process can be directed to the QA Program Specialist at 775-6843724.

Updated 09/01/2017 pv07/24/2017

Billing Manual 8

Chapter 2: Contacts and resources Claim appeals unit To appeal a denied claim, send the required documents via secure e-mail to [email protected] or mail the required documents to: Nevada Medicaid Claim Appeals P.O. Box 30042 Reno, NV 89520-3042 See Appeal requirements under “Claim Appeals” in Chapter 8 of this manual for instructions.

Automated Response System (ARS) The ARS provides automated phone access to recipient eligibility, provider payments, claim status and prior authorization status. Phone: (800) 942-6511

Billing Manual and Billing Guidelines The Billing Manual (the manual you are reading now) provides general Medicaid information that applies to all provider types. Billing Guidelines discuss provider type specific information such as prior authorization requirements, special claim form instructions, covered codes or other important billing information for that provider type. The Billing Information webpage has a link to this manual and to all of the billing guidelines. It is important to be familiar with the billing guidelines for your provider type.

Claims mailing address Mail CMS-1500, UB-04 and ADA paper claims, adjustments and voids to: Nevada Medicaid Claims P.O. Box 30042 Reno NV 89520-3042 Pharmacy paper claims: Please contact OptumRx at (866) 244-8554 for information on pharmacy paper claims.

Updated 09/01/2017 pv07/24/2017

Billing Manual 9

Electronic Verification System (EVS) EVS provides 24/7 online access to recipient eligibility, claim status, prior authorization status and payments. This information is also available through the ARS or a swipe card system. You may log on to EVS 24 hours a day, 7 days a week using any internet-ready computer. Refer to the EVS User Manual if you have any questions or call (877) 638-3472. To obtain access to EVS, new users must register on the Provider Web Portal. Only one provider office registration is required with the ability to assign multiple delegates to perform clinical administration. You may also use the Provider Web Portal “Forgot Password?” link if you have lost or forgotten your password once you have registered. If you do need help in registering for the Provider Web Portal, contact the support call center at (877) 638-3472.

Provider Customer Service Center The Provider Customer Service Center is available to respond to all provider inquiries. When calling, have pertinent information ready (e.g., a claim’s internal control number (ICN), recipient ID, National Provider Identifier (NPI) or Atypical Provider Identifier (API), authorization number). Phone: (877) 638-3472 Mail: Nevada Medicaid Customer Service P.O. Box 30042 Reno NV 89520-3042 To check the status of a claim, please use EVS, ARS or a swipe card system. Electronic Data Interchange Department The Electronic Data Interchange (EDI) Department handles electronic claims setup, testing and operations. The Electronic Claims/EDI webpage features EDI enrollment forms, companion guides, the Service Center User Manual, the Service Center Directory, a Payerpath link and more. For more information, refer to the Electronic Data Interchange (EDI) chapter of this manual or contact the EDI Department at: Email: [email protected] Phone: (877) 638-3472 Fax: (775) 335-8594 Mail: Nevada Medicaid EDI Coordinator P.O. Box 30042 Reno NV 89520-3042

Updated 09/01/2017 pv07/24/2017

Billing Manual 10

Pharmacy Department The Pharmacy Department provides access to the following information and references for providers under the Pharmacy menu on the www.medicaid.nv.gov website:  Announcements/Training  Billing Information  Diabetic Supplies  Forms  MAC Information  Meetings: DUR Board and P&T Committee  Pharmacy Web PA  Preferred Drug List (PDL)  Prescriber List (NPI Registry)    

Pharmacy Technical call center phone (for claims, and edit/override inquiries): (866) 244-8554 Pharmacy Clinical call center phone (to request prior authorization or ProDUR overrides): Toll free (855) 455-3311 Pharmacy Clinical call center fax: (855) 455-3303 Pharmacy paper claims: Please contact OptumRx at (866) 244-8554 for information on pharmacy paper claims.

Prior Authorization Department 

For prior authorization process and procedure, see the Prior Authorization chapter of this manual.

Authorizations for most services For prior authorization questions regarding Adult Day Health Care, Audiology, Home Based Habilitation Services, Durable Medical Equipment, Home Health, Hospice, Intermediate Care Facility, Level of Care, Medical/Surgical, Mental Health, Ocular, Out-of-State services, PreAdmission Screening and Resident Review (PASRR) Level II, Private Duty Nursing and Residential Treatment Center services, contact: Phone: Fax:

(800) 525-2395 (866) 480-9903

Dental authorizations Phone: (800) 525-2395 Fax: (855) 709-6848 Mail: Nevada Medicaid Dental PA P.O. Box 30042 Reno NV 89520-3042

Updated 09/01/2017 pv07/24/2017

Billing Manual 11

Personal Care Services (PCS) authorizations Phone: (800) 525-2395 Fax: (866) 480-9903 Pharmacy authorizations Phone: (855) 455-3311 Fax: (855) 455-3303 Waiver authorizations For the Waiver for Individuals with Intellectual Disabilities and Related Conditions (provider type 38), call the Aging and Disability Services Division Regional Center in your area. For the Reno area, call (775) 688-1930. For the Carson City and rural areas, call (775) 687-5162. For the Las Vegas area, call (702) 486-6200. For the Waiver for the Frail Elderly (provider types 48, 57 and 59), call the Aging and Disability Services Division office in your area. For the Reno area, call (775) 688-2964. For the Carson City and rural areas, call (775) 687-4210. For the Las Vegas area, call (702) 486-3545. For the Waiver for Persons with Physical Disabilities (provider type 58), call the Aging and Disability Services Division office in your area. For the Reno area, call (775) 688-2964. For the Carson City and rural areas, call (775) 687-4210. For the Las Vegas area, call (702) 486-3545. Provider Enrollment Unit All enrollment documents are on the Nevada Medicaid website at https://www.medicaid.nv.gov. Contact the Provider Enrollment Unit with questions on enrollment certification and licensure requirements. Providers are required to notify Nevada Medicaid within five days of knowledge of changes in professional licensure, facility/business/practice address, provider group membership or business ownership. To do this, submit form FA-33. Phone: (877) 638-3472

Mail: Nevada Medicaid Provider Enrollment P.O. Box 30042 Reno NV 89520-3042

Provider Training and Field Representative Unit The Provider Training Unit keeps providers and staff up to date on the latest policies and procedures through regularly scheduled group training sessions and one-on-one support as needed. Announcements and training presentations are available on the Provider Training webpage. Field Rep Contact List: www.medicaid.nv.gov/Downloads/provider/Team_Territories.pdf Email:

[email protected]

Updated 09/01/2017 pv07/24/2017

Mail: Nevada Medicaid Provider Training Unit P.O. Box 30042 Reno NV 89520-3042

Billing Manual 12

Medicaid Services Manual (MSM) The MSM is maintained by the DHCFP. It contains comprehensive state policy for all Medicaid providers and services. All providers should be familiar with MSM Chapter 100 and Chapter 3300 and any other chapters that discuss a relevant service type. The MSM chapters are: 100: Medicaid Program 200: Hospital Services 300: Radiology Services 400: Mental Health and Alcohol/Substance Abuse Services 500: Nursing Facilities 600: Physician Services 700: Rates and Cost Containment 800: Laboratory Services 900: Private Duty Nursing 1000: Dental 1100: Ocular Services 1200: Prescribed Drugs 1300: Durable Medical Equipment (DME), Prosthetics, Orthotics and Supplies 1400: Home Health Agency (HHA) Services 1500: Healthy Kids Program (EPSDT) 1600: Intermediate Care for Individuals with Intellectual Disabilities (ICF-IID) 1700: Therapy 1800: Adult Day Health Care 1900: Transportation Services 2000: Audiology Services 2100: Waiver for Individuals with Intellectual Disabilities 2200: Home and Community Based Waiver (HCBW) for the Frail Elderly 2300: Physical Disability Waiver 2400: Home Based Habilitation Services (HBHS) 2500: Case Management 2600: Intermediary Service Organization 2800: School Based Child Health Services 3000: Indian Health 3100: Hearings 3200: Hospice 3300: Program Integrity 3400: Telehealth Services 3500: Personal Care Services Program 3600: Managed Care Organization 3800: Care Management Organization and Medical/Health Homes 3900: Home and Community-Based Waiver (HCBW) for Assisted Living Addendum: MSM Definitions

Updated 09/01/2017 pv07/24/2017

Billing Manual 13

Public hearings 

Providers are encouraged to attend public hearings and voice their opinion on policy changes.



Public hearing announcements are posted on the DHCFP website as they become available.

Web announcements The five most recent web announcements will appear in the Announcements area on the left side navigation area on the Homepage and all announcements appear on the Announcements/Newsletters webpage. Be sure to check the website at least weekly for these important updates.

Websites The Centers for Medicare & Medicaid Services (CMS) CMS provides federal-level guidance for state Medicaid programs via their website at http://www.cms.gov.

Updated 09/01/2017 pv07/24/2017

Billing Manual 14

The Division of Health Care Financing and Policy (DHCFP) The DHCFP provides Nevada Medicaid and Nevada Check Up policy, rates, public notices and more via their website at http://dhcfp.nv.gov/.

Nevada Medicaid Provider Website The Nevada Medicaid provider website at https://www.medicaid.nv.gov contains the most current billing information. It is updated regularly, and thus, we recommend visiting at least once a week. In this manual, all references to webpages refer to the Nevada Medicaid provider website unless otherwise noted.

Updated 09/01/2017 pv07/24/2017

Billing Manual 15

Homepage The homepage is the first page you arrive at when you go to https://www.medicaid.nv.gov. You can always come back to this page from anywhere on the site by clicking the home icon in the top left corner of the screen. Website The Menu Bar across the top of the website has drop-down menu selections for Providers, EVS (Electronic Verification System), Pharmacy, Prior Authorization and Quick Links. Hover over each selection to see the list of options available under each item. See Web Announcement 1204 for details regarding the features on the website.

Updated 09/01/2017 pv07/24/2017

Billing Manual 16

Chapter 3: Recipient eligibility, managed care and care management information Determining eligibility The Division of Welfare and Supportive Services determines recipient eligibility for Medicaid and Nevada Check Up.

Verifying eligibility and benefits

Once the recipient is determined eligible, how long does it take before EVS/ARS reflects this?

48 hours

It is important to verify a recipient’s eligibility before providing services each time a service is provided. Please verify a recipient’s eligibility each month as eligibility is reflected for only one month at a time. Eligibility can be verified through EVS, ARS, a swipe card system or a 270/271 electronic transaction (see Chapter 6 in this manual or the Companion Guide 270/271 for details). Each resource is updated daily to reflect the most current information. EVS You may log on to EVS 24 hours a day, 7 days a week using any internet-ready computer.

How long should I wait after submission to check claim status using EVS?

Refer to the EVS User Manual if you have any questions or call (877) 638-3472. To obtain access to EVS, new users must register on the Provider Web Portal at https://www.medicaid.nv.gov for their office/facility. The Provider Web Portal also allows you to reset lost or forgotten passwords. If you need help with the Provider Web Portal, call the Nevada Medicaid Provider Call Center at (877) 638-3472.

Updated 09/01/2017 pv07/24/2017

Billing Manual 17

Identify dual eligibility using EVS Some recipients are eligible for both Medicaid and Medicare benefits. These recipients have dual eligibility. The figure at the top of the next page shows a portion of the EVS eligibility response screen. In Benefit Details, under the left column entitled Coverage, the benefit plan(s) in which the recipient is enrolled will be listed. If EVS lists MEDICAID FFS in this column, the recipient is eligible to receive full Medicaid benefits. The Description column spells out what the coverage is. For instance, Medicaid FFS in the Coverage column stands for Medicaid Fee For Service, as listed in the Description column. In this example, the recipient is eligible for full Medicaid benefits as well as a Medicare coinsurance and deductible payable up to the Medicaid maximum allowable amount. If the recipient is a Qualified Medicare Beneficiary (QMB), EVS will display MED CO & DED only in the Coverage field. If the recipient is Medicare Premium only, no other eligibility will be reflected for them in EVS or ARS.

Identify MCO Enrollment Using EVS If a recipient is enrolled in a Managed Care Organization (MCO), the first line of Benefit Details under the Coverage column will read CHECK-UP FFS, an abbreviation for Check Up Fee For Service or MEDICAID FFS, an abbreviation for Nevada Medicaid Fee For Service. As shown in the figure below, the second line will read one of the following:    

XIX XIX XXI XXI

MAN MAN MAN MAN

Updated 09/01/2017 pv07/24/2017

SNEV for Medicaid Mandatory MCO South NNEV for Medicaid Mandatory MCO North NNEV for Check-Up Mandatory MCO North SNEV for Check-Up Mandatory MCO South

Billing Manual 18

The second page, the Managed Care Assignment Details, will show the Managed Care Provider information, as shown below:

Identify FFS-CMO Enrollment Using EVS When providers verify recipient eligibility, they will notice that EVS currently reflects the acronym “CMO-FFS” to indicate Care Management Organization. See the screenshots below. This indicator is informational only and there are no differences in benefits or billing procedures from any other FFS recipient.

Updated 09/01/2017 pv07/24/2017

Billing Manual 19

The EVS User Manual provides additional details on the EVS eligibility request and response screens. ARS The ARS provides the same information as EVS, only via the phone. Your NPI/API is required to log on. Phone: (800) 942-6511 Swipe Card System A recipient’s Medicaid card includes a magnetic strip on the back. When used with a swipe card system, this magnetic strip provides real-time access to recipient information. To implement a swipe card system, please contact a swipe card vendor directly. Vendors that are already certified with Nevada Medicaid are listed in the Service Center Directory.

Pending eligibility Nevada Medicaid cannot process prior authorization requests or claims for a recipient who is pending eligibility. If prior authorization is required for a service, and the patient’s eligibility is pending, the provider may request a retroactive authorization after eligibility has been determined (see the Prior Authorization chapter in this manual).

Updated 09/01/2017 pv07/24/2017

Billing Manual 20

Any payment collected from a Nevada Medicaid recipient for a covered service must be returned to the recipient if they are later determined eligible for retroactive coverage that includes those dates of service.

Retroactive eligibility Nevada Check Up does not offer retroactive coverage. Nevada Medicaid offers up to three months of retroactive eligibility from the date in which the individual filed their application for assistance. Medicaid eligibility is determined by the DWSS.

Termination of eligibility Nevada Medicaid and Nevada Check Up eligibility generally stops at the end of the month in which a recipient’s circumstances change. A pregnant woman remains eligible through the end of the calendar month in which the 60th day after the end of the pregnancy falls, regardless of any change in family income.

Are recipients notified when their Medicaid eligibility is terminated?

Sample Medicaid card When the recipient becomes eligible, he/she will receive a Medicaid card that will look similar to the image below.

Note: A Medicaid card does not reflect dates of eligibility or benefits a recipient is eligible to receive. Eligibility must be determined as described in the previous sections.

Updated 09/01/2017 pv07/24/2017

Billing Manual 21

Fee For Service vs. Managed Care Most recipients are eligible for benefits under the Fee For Service (FFS) program or the Managed Care Organization (MCO) program. Outside of urban Washoe and urban Clark counties, most recipients are in the FFS program. In this program, recipients must receive services from an in-state Nevada Medicaid provider, unless prior authorized to receive services out-of-state. For recipients in the FFS program, providers submit claims to Nevada Medicaid. For more information on the FFS program including payment for emergency services, see MSM Chapter 100. Enrollment in the MCO program is mandatory for most recipients in urban Washoe and urban Clark counties. MCO-enrolled recipients must receive services from an MCO network provider in order for Medicaid to cover the services. Providers in the MCO network must submit claims to the MCO. Because each MCO has unique billing guidelines, please contact the MCO directly if you have any billing questions. Most Nevada Check Up recipients in urban Clark and urban Washoe counties are enrolled in an MCO beginning on their first day of coverage. Most Nevada Medicaid recipients in urban Clark and urban Washoe counties are enrolled in an MCO effective the day eligibility is received to the Medicaid Management Information System (MMIS), usually within two days of DWSS determination.

If a mother is enrolled in an MCO, is her newborn automatically enrolled in that MCO?

Emergency services coverage for an MCO-enrolled recipient is discussed in MSM Chapter 3600, Section 3603.5.

MCO contact information The contracted MCOs are AMERIGROUP Community Care, Health Plan of Nevada and SilverSummit Healthplan. If you have any questions about the MCOs, please call the DHCFP at (775) 684-3692. AMERIGROUP Community Care Provider Contracting Phone: (702) 228-1307 Fax: (866) 495-8711 Provider Inquiry Line (for eligibility, claims and pre-certification): Phone: (800) 424-3730 Fax: (866) 495-8711 (except pre-cert) Pre-certification: Fax: (800) 964-3627

Updated 09/01/2017 pv07/24/2017

Billing Manual 22

Claims Address: AMERIGROUP Community Care Attn: Nevada Claims P.O. Box 61010 Virginia Beach, VA 23466-1010 Health Plan of Nevada (HPN) Provider Relations and Provider Contracting: (702) 242-7088 or (800) 745-7065 Member Services Phone: (800) 962-8074 Fax: (702) 240-6281 Claims Address: Health Plan of Nevada P.O. Box 15645 Las Vegas, NV 89114 EDI Claims Submission Clearinghouse: OptumInsight 1755 Telstar Drive #400 Colorado Springs, CO 80920 SilverSummit Healthplan Provider Contracting (844) 366-2880 Provider Inquiry Telephone Numbers: Medical/Behavioral Health: (844) 366-2880 Pharmacy: (844) 366-2880 Pharmacy (Prior Authorization): (855) 565-9520 Vision: (855) 896-8572 Claims Addresses: Medical/Behavioral Health: P.O. Box 5090 Farmington, MO 63640 Pharmacy: 5 River Park Place E, Suite 210 Fresno, CA 93720 Vision: Attn: Claims Processing P.O. 7548 Rocky Mount, NC 27804 Fax Numbers: Prior Authorization Requests: Medical: (844) 367-7022 Behavioral Health: (855) 868-4940 Pharmacy: (866) 399-0929

Updated 09/01/2017 pv07/24/2017

Billing Manual 23

Medical Records (for nurse use): (844) 518-7889 Admissions Census/Facesheets: (844) 868-7399 Concurrent Review: (844) 755-1370 Case Management: (844) 851-1023 Medical Management General: (844) 367-7015 Nevada Quality Improvement: (855) 565-9517 Nevada Grievance and Appeals: (855) 742-0125

Care management services information The DHCFP’s Health Care Guidance Program (HCGP) provides care management services to eligible Medicaid fee-for-service (FFS) recipients. The program is designed to help improve health outcomes for individuals who live with chronic health conditions by offering additional support to enrollees and providers. Coordinating transitional care, follow-up appointments, support services, preventive health and use of health information technology are all components of this program. When providers verify recipient eligibility, they will notice that EVS currently reflects the acronym “CMO-FFS” to indicate Care Management Organization. This indicator is informational only and there are no differences in benefits or billing procedures from any other FFS recipient.

Providers with questions regarding this program may call the Health Care Guidance Program at (855) 606-7875, option 2, or send an email to [email protected]

Updated 09/01/2017 pv07/24/2017

Billing Manual 24

Chapter 4: Prior and retrospective authorization Introduction Some services/products require authorization (PA). You can determine if authorization is required by referring to the Medicaid Services Manual that is specific to the service being provided, the Fee Schedules, the Billing Guidelines or by calling the Authorization Department at (800) 5252395. Providers may also search criteria for PA requirements by selecting Authorization Criteria from the Provider Login (EVS) page (see Web Announcement 867 for access tips). Providers are responsible for verifying recipient eligibility and authorization requirements before providing services/products (the Authorization Department does not handle recipient eligibility inquiries). An approved authorization does not confirm recipient eligibility or guarantee claims payment. Common services that require authorization are:              

Non-emergency hospital admission (e.g., psychiatric, rehabilitation, detoxification) Hospital admission for elective/avoidable cesarean sections and early induction of labor prior to 39 weeks gestation Outpatient surgical procedure Residential Treatment Center admission Non-emergency transfer between acute facilities In-house transfer to a rehabilitation unit In-house transfer to and from medical and psychiatric/substance abuse units, and between psychiatric and substance abuse units Rollover admission from observation and same-day-surgery services Psychologist services Some diagnostic tests Services provided out-of-state or outside catchment areas Physical/Occupational/Speech therapy Home Health services Durable Medical Equipment

Documentation for Authorization Requests:   

Give a synopsis of the medical necessity that you wish to have considered. Include only the medical records that support the medical necessity issues identified in the synopsis. Voluminous documentation will not be reviewed to determine medical necessity of requested services. It is the provider’s responsibility to identify the pertinent information in the synopsis.

Updated 09/01/2017 pv07/24/2017

Billing Manual 25



A trauma center requesting Level I activation must specify “Trauma Level I” or “Trauma Level I Activation” in the initial inpatient authorization request and request authorization of the initial inpatient days using the appropriate intensive or acute care revenue code. This must be documented in a prominent place on the initial authorization request.

Ways to request authorization Online Authorization The Provider Web Portal, https://www.medicaid.nv.gov, can be used to request authorization for all services including: Inpatient, Outpatient, Behavioral Health, Home Health, PASRR, Therapy, DME, Hospice, Dental/Orthodontia, Adult Day Health Care (ADHC) and PCS. This will eliminate the need to mail or fax in prior authorizations. All prior authorizations require an attachment to be processed. If no attachment is received, the prior authorization will remain in pended status for 30 days and will then be cancelled. Uploading Attachments via the Portal To include attachments electronically with a prior authorization request:     

   

Select the Transmission Method – Electronic Only. Upload File – Click the Browse button and locate file to be attached and click to attach. Attachment type – Select from the drop-down box the type of attachment being sent. Select the Add button to attach your file. Repeat for additional attachments if needed (Note: the combined size of all attachments cannot exceed 4 MB per submission; see next page for information on submitting large attachments via Mail or Fax). Once attachments are added, a control number will be visible. To remove any attachments that were attached incorrectly, use the Remove link. Recipient ID – Enter the Recipient ID associated with the authorization tracking number. Authorization Tracking Number – Enter the Authorization Tracking Number for the prior authorization. Note: Prior authorization forms will require input of the appropriate authorization tracking number and recipient ID.

Updated 09/01/2017 pv07/24/2017

Billing Manual 26

Required fields are marked with a red asterisk (*) Submitting Attachments via Mail or Fax If you have submitted your prior authorization request via the Provider Web Portal, but were unable to attach your documents because of the size, even after splitting the attachments into smaller attachments, you may fax or mail those documents. Note: Dentists or Orthodontists may fax or mail digital documents and images. To submit prior authorization attachments by fax or by mail:   



  

Select the Transmission Method – By Mail or By Fax. Attachment type – select from the drop-down box the type of attachment being sent. You MUST reference the original prior authorization tracking number on your documents to ensure the faxed or mailed documents will be matched up to the correct prior authorization request. If the original prior authorization tracking number is not on the documents, the prior authorization will be rejected. Include your NPI and provider type (i.e., 10, 11, 12, 20, etc.) on the faxed or mailed documents. These elements can be written or typed on your fax cover sheet or on the documents you are submitting, such as an “FA” prior authorization form. Prior authorization requests will not be reviewed until the attachments are received. Only submit copies of documentation. Do not send originals, as they will not be returned. If the documents are not received within 30 days, the prior authorization will be cancelled.

Updated 09/01/2017 pv07/24/2017

Billing Manual 27

Required fields are marked with a red asterisk (*) Fax attachments to: Nevada Medicaid Prior Authorization department. Each form lists the correct fax number to use.  Dental: 855-709-6848  PASRR: 855-709-6847  All Other: 866-480-9903 Mail attachments to: Dental Requests: Nevada Medicaid Attention: Dental PA PO BOX 30042 Reno, NV 89520-3042 All Other Services (except Pharmacy): Nevada Medicaid Attention: Prior Authorization 6511 SE Forbes Ave., Bldg 283 Topeka, KS 66619-0287

Updated 09/01/2017 pv07/24/2017

Billing Manual 28

Drug requests and ProDUR overrides MSM Chapter 1200 and the Pharmacy Billing Manual discuss requirements for drug prior authorizations. The generic pharmacy prior authorization request form, request form for PDL Exception, and other forms for drugs with clinical PA criteria are on the Pharmacy Forms webpage. See Medicaid Services Manual (MSM) Chapter 1200 for drugs requiring clinical PA criteria. Fax paper requests to (855) 455-3303. For questions on prior authorization or ProDUR overrides, contact the Clinical Call Center at (855) 455-3311.

Submission deadlines In general, it is best to submit a request as soon as you know there is a need. Some provider types have special time limitations, so be sure you are familiar with the Billing Guidelines for your provider type. An authorization request is not complete until Nevada Medicaid receives all pertinent clinical information. Services listed below must be requested within the specified time frames. At least two business days prior to service:  Inpatient Medical/Surgical  Level of Care (LOC) assessment  Routine Dental Services  Neuropsychological Services  Inpatient Acute Care (non-RTC)  Outpatient Surgery At least three business days prior to service:  All Outpatient Services other than Outpatient Surgery  DMEPOS At least five business days prior to service:  Initial Home Health Evaluation  Complex Dental Services  Initial Residential Treatment Center Evaluation At least seven business days prior to service:  PASRR Level I Evaluation At least ten business days prior to service:  Home Health re-assessment

Updated 09/01/2017 pv07/24/2017

Billing Manual 29

Behavioral Health and Substance Abuse Agency Model (SAAM) Authorization Requests Provider Types 14, 82 and 17 (specialty 215) are encouraged to review authorization request timelines specified in the Billing Guidelines for those provider types. The Billing Guidelines are located on the Provider Billing Information webpage at https://www.medicaid.nv.gov/providers/BillingInfo.aspx Inpatient Acute Care The provider is required to request authorization within one business day following admission for:     

Emergency admission from a physician’s office, ER, observation, or urgent care or an emergency transfer from one in-state and/or out-of-state hospital to another Obstetric/maternity and newborns admission greater than 3 days for vaginal delivery, and greater than 4 days for medically necessary or emergent cesarean section Neonatal Intensive Care Unit (NICU) admission An obstetric or newborn admission when delivery of a newborn occurs immediately prior to recipient arrival at a hospital Antepartum admissions for the purpose of delivery when an additional elective procedure is planned (excluding tubal ligations) o Note: An inpatient admission specifically for tubal ligation must be prior authorized.

Date of Decision During Inpatient Stay If a patient is not eligible for Medicaid benefits upon admission, but is later determined eligible during their inpatient stay, the provider must request authorization within ten business days of the date of eligibility decision (DOD). For newborns, this is ten days from the birth date. If the recipient’s DOD includes the admission date, an approved request can cover the entire stay, including day of admission. If the provider fails to request authorization within the ten-day window, and the recipient is determined eligible while in the facility, authorized days can begin the day that Nevada Medicaid receives the authorization request including all required clinical documentation.

Continued stay request If the recipient requires service dates that were not requested/approved in the initial authorization, you may request these services by submitting a request for concurrent review for inpatient services or by submitting a continued service request for all other services prior to or by the last day of the current/existing authorization period, unless specific requirements contrary to these instructions are outlined in the Billing Guidelines for your provider type. Use the Provider Web Portal or a paper form as usual, and mark the checkbox for Continued Stay Request.

Updated 09/01/2017 pv07/24/2017

Billing Manual 30



Inpatient concurrent service requests must be received by the anticipated discharge date of the current/existing authorization period. For example, if the current authorization period is 05/11/15 through 05/15/15, then the concurrent authorization request is due by 05/16/15, which is the anticipated discharge date. If a concurrent authorization request is not received within this time frame, a second authorization period, if clinically appropriate, can begin on the date Nevada Medicaid receives a concurrent authorization request. The DHCFP will not pay for unauthorized days between the end date of the first authorization period and the begin date of a second authorization period.



All other continued service requests: If the recipient requires additional services or dates of service (DOS) beyond the last authorized date, you may request review for continued service(s) prior to the last authorized date. The request must be received by Nevada Medicaid by the last authorized date and it is recommended these be submitted 5 to 15 days prior to the last authorized date. For example, if the current authorization period is 05/11/15 through 05/15/15, then the concurrent authorization request is due by 05/15/15, which is the last authorized date.

Retrospective authorization If a recipient is determined eligible for Medicaid benefits after service is provided (or after discharge), a retrospective authorization may be requested within 90 calendar days from the DOD. Retroactive eligibility does not apply to Nevada Check Up recipients (Medicaid only). Documentation for Retrospective Authorizations:   

Give a synopsis of the medical necessity of all dates of service being requested. Include only the medical records that support the medical necessity issues identified in the synopsis. Voluminous documentation will not be reviewed to determine medical necessity of requested services. It is the provider’s responsibility to identify the pertinent information in the synopsis.

Hospital presumptive eligibility authorization process For recipients who are not eligible upon admission but become eligible through the presumptive eligibility process, the authorization requests are processed as retrospective authorizations:  

Once the eligibility is showing in EVS, the provider has 10 business days to submit the request to Nevada Medicaid. If the patient is still in house, Nevada Medicaid reviews the request in the same time frame as any other initial or concurrent review (one day).

Updated 09/01/2017 pv07/24/2017

Billing Manual 31



If the patient has been discharged on or prior to the date of Nevada Medicaid’s receipt of the retrospective authorization request, Nevada Medicaid has 30 days to review the request.

Recipient changes eligibility from MCO to FFS authorization process If the MCO has authorized the specific service and dates but the recipient changed to FFS, please include authorization documentation from the MCO in your authorization request to Nevada Medicaid. The authorization from the MCO will be considered in decisioning the authorization request. If the recipient’s eligibility changes from MCO to FFS after the service is provided, but the eligibility is backdated to cover the actual date of service, an authorization request is required to be submitted as noted above. The authorization request must be received within 30 calendar days of receipt of the Explanation of Benefits from the MCO indicating the change.

After submitting the request Nevada Medicaid uses standard, industry guidelines to determine if the requested service/product meets payment requirements. Incomplete Requests  

Residential Treatment Centers (RTC): Incomplete requests will be technically denied within 10 business days if the requested information is not received. All other requests: If Nevada Medicaid needs additional information to make a determination for your request, you will be notified through the Provider Web Portal and by letter. You have five business days to submit the requested information or a technical denial will be issued.

Modify Request (Clinical Information) Call Nevada Medicaid Provider Customer Service or the DHCFP, as appropriate, if you need to modify clinical information on an approved request (e.g., CPT code or units requested). Any modifications must be approved before the scheduled service date. 

Unscheduled revisions: Submit whenever a significant change in the recipient’s condition warrants a change to previously authorized services.

Updated 09/01/2017 pv07/24/2017

Billing Manual 32

Correct Request (Non-clinical Information) Submit the prior authorization data correction form, FA-29, to correct or modify non-clinical, identifying data on a previously submitted request. Form FA-29 cannot be used to request redetermination of medical necessity, nor does it take the place of a prior authorization request.

 

Residential Treatment Centers (RTC) providers: Submit an FA-29 if the date of admission differs from the date of admission on the prior authorization. Please note that the prior authorization end date will remain the same. Inpatient Psychiatric and RTC providers: Submit an FA-29 if the recipient is discharged before the last authorized date of service.

Approved request When a request is approved, Nevada Medicaid or DHCFP provides notification by phone, fax or through the Provider Web Portal, as appropriate. Approved requests are assigned an 11-digit authorization number and a service date range. Approved requests are only valid for the dates shown on the Notice of Medical Necessity Determination letter.

Adverse determination A denied or reduced authorization request is called an adverse determination. There are three types of adverse determination:  Technical Denial: Issued for a variety of technical reasons such as the recipient is not eligible for services or there is not enough information for Nevada Medicaid or DHCFP to make a determination on the request and, after notification, the provider has not submitted the requested information. A Notice of Decision (NOD) for a technical denial is mailed to both the provider and the recipient.  Denial: Issued when the service does not meet medical necessity based on clinical documentation submitted by the provider.  Reduction: Issued when the requested service does not fully meet medical necessity based on clinical documentation submitted by the provider. The physician reviewer may approve a portion of the request, but will not approve a lower level of care without a request from the provider.

Peer-to-Peer Review or Reconsideration A Peer-to-Peer Review or Reconsideration can be requested for prior authorizations that are denied or modified. If you request a Peer-to-Peer and afterward determine a Reconsideration is appropriate, the Reconsideration may be requested if within the timelines identified below. Once a Reconsideration is requested, you no longer have the option of requesting a Peer-to-Peer Review of the prior authorization.

Updated 09/01/2017 pv07/24/2017

Billing Manual 33

Peer-to-Peer Review A provider may request a Peer-to-Peer Review by emailing [email protected] or calling (800) 525-2395 within 10 business days of the adverse determination. A Peer-to-Peer Review does not extend the 30-day deadline for Reconsideration. Peer-to-Peer Reviews are a physician-to-physician discussion or in some cases between the Nevada Medicaid second level clinical review specialist and a licensed clinical professional operating within the scope of their practice. The provider is responsible for having a licensed clinician who is knowledgeable about the case participate in the Peer-to-Peer Review. Reconsideration Reconsideration is a written request from the provider asking Nevada Medicaid or DHCFP (as appropriate) to re-review a denied or reduced authorization request. Reconsideration is not available for technical denials. The provider must request Reconsideration within 30 calendar days from the date of the original determination, except for RTC services, which must be requested within 90 calendar days. For a Reconsideration request, the provider is also responsible to provide additional medical information (e.g., intensity of service, severity of illness, risk factors) that might not have been submitted with the original/initial request that supports the level of care/services requested. Nevada Medicaid or DHCFP will notify the provider of the outcome of the Reconsideration within 30 calendar days. The 30-day provider deadline for Reconsideration is independent of the 10day deadline for Peer-to-Peer Review. If proper medical justification is not provided to Nevada Medicaid in an initial/continued stay request, a Peer-to-Peer Review, and/or a Reconsideration review, this demonstrates failure of the provider to comply with proper documentation requirements. New information will not be considered at a hearing preparation meeting. If proper documentation is not submitted as described above, the authorization request will not be considered by Nevada Medicaid at any later date. Documentation for Authorization Reconsideration:  

Give a synopsis of the medical necessity not presented in the initial authorization request that you wish to have considered. Include only the medical records that support the medical necessity issues identified in the synopsis.

Voluminous documentation will not be reviewed to determine medical necessity of requested services. It is the provider’s responsibility to identify the pertinent information in the synopsis.

Updated 09/01/2017 pv07/24/2017

Billing Manual 34

Upload reconsideration requests via the provider portal (see Uploading Attachments via the Portal section on page 26).

Special authorization requirements based on recipient eligibility Dual Eligibility For recipients with Medicare and Medicaid coverage (dual eligibility), prior authorization is not required for Medicare covered services. However, if a service is not covered by Medicare, the provider must follow Medicaid’s authorization requirements. FFS Medicaid authorization requirements apply to recipients enrolled in the FFS plan (regardless of Third Party Liability coverage), with the exception of recipients also covered by Medicare and recipients who have exhausted their Medicare benefits (see below, Medicare Benefits Exhausted). In these cases, follow Medicare’s authorization requirements. Managed Care For recipients enrolled in an MCO, follow the MCO’s prior authorization requirements. Medicare Benefits Exhausted If Medicare benefits are exhausted (e.g., inpatient), an authorization request is required within 30 days of receipt of the Medicare Explanation of Benefits (EOB). QMB Only Prior authorization requests are unnecessary for recipients in the QMB Only program since Medicaid pays only co-pay and deductible up to the Medicaid allowable amount.

Claims for prior authorized services To submit a claim with a service that has been prior authorized, verify that the:  Authorization Number is in the appropriate field on the claim  Dates on the claim are within the date range of the approved authorization  Units on the claim are not greater than the units authorized (outpatient claims only)  Total units/days billed on a claim are not greater than total units/days authorized (inpatient claims only)  Procedure codes on the claim match codes on the authorization (outpatient claims only) Inpatient claims: DHCFP’s revenue code groups (e.g., medical/surgical/ICU, maternity, newborn, NICU, psych/detoxification, intermediate and skilled administrative days, level I trauma) can be found under Fee Schedules on the DHCFP Rates and Cost Containment’s “Rates” webpage at http://dhcfp.nv.gov/Resources/Rates/RatesCostContainmentMain/. Revenue code groups are based on levels of care assigned to the revenue codes within these groups.

Updated 09/01/2017 pv07/24/2017

Billing Manual 35

When a recipient has decided to terminate services with their existing provider, the prior authorization on file will be end dated and a Notice of Termination of Service letter will be generated. This letter serves as a notice to the providers that their prior authorization’s end date has been updated. All providers will receive the Notice of Termination of Service letter at their servicing address. No courtesy faxes or emails will be sent. Updates to prior authorizations will be reflected in the Electronic Verification System (EVS). Providers are reminded to use the new FA-29A (Request for Termination of Service) or FA-24T (Personal Care Services Recipient Request for Provider Transfer) forms when submitting a Request for Termination of Service Authorization or request for a Recipient Provider Transfer. All providers, except PCS providers, are to use the new FA-29A, which is submitted with the new provider’s request for review for prior authorization. A request for review of a new authorization does not guarantee approval. Authorizations are based on Medicaid policy for coverage and medical necessity. PCS providers are to use the new FA-24T, which requires that the recipient, their Legally Responsible Individual (LRI) or Personal Care Representative (PCR) acknowledge that they have notified their current provider of their last date of service with them and that the recipient understands they are only authorized to receive services from one agency at a time. See Web Announcement 1252. All fields on the FA-29A and FA-24T forms must be completed with requested information and signatures. The forms are available on the Providers Forms webpage.

Updated 09/01/2017 pv07/24/2017

Billing Manual 36

Chapter 5: Third-Party Liability (TPL) TPL policy State policy regarding TPL is discussed in MSM Chapter 100.

Ways to access TPL information You can access a recipient’s TPL information in the same ways you verify eligibility: through EVS, through a swipe card system, or by calling the ARS at (800) 942-6511.

How to bill claims with TPL Refer to the CMS-1500, UB and ADA claim form instructions on the Provider Billing Information webpage when submitting paper claims with TPL. The 837P, 837I and 837D companion guides on the Provider Electronic Claims/EDI webpage contain the Nevada Medicaid specifications for electronic claim submission. When billing claims with TPL:    

Bill only one claim line per paper form. Do not include write-off or contractual adjustment amounts on the claim. If the provider has a capitated agreement with Medicaid, enter the contract amount minus co-pay (not a zero paid amount). An EOB showing reason codes and definitions must be attached to each paper claim. Claims with two or more payers in addition to Medicaid must be billed on a paper claim form.

Electronic Claims with TPL For electronic claims where Medicaid is the secondary payer, enter TPL information from your EOB into the appropriate electronic fields (no attachment required). Electronic claims with more than one payer prior to Medicaid must be submitted on paper.

Follow other payers’ requirements Always follow other payers’ billing requirements. If the other payer denies a claim because you did not follow their requirements, Medicaid will also deny the claim. You may not collect payment from a recipient because you did not comply with the policies of Medicaid and/or the TPL.

Updated 09/01/2017 pv07/24/2017

Billing Manual 37

When Medicaid can be billed first Medicaid is the payer of last resort and must be billed after all other payment sources with the following exceptions:  

 

The recipient is involved in a trauma situation, e.g., an auto accident The recipient is enrolled in a mandatory Medicaid MCO and the service is billable under the FFS benefit plan (e.g., orthodontia). Note: Recipients enrolled in MCO must receive services from MCO providers unless the service is billable under the FFS benefit plan The service is not covered by the recipient’s TPL (e.g., Medicare) Medicaid is the primary payer to the following three programs; however, this does not negate the provider’s responsibility to pursue other health coverage or TPL if it exists: o Indian/Tribal Health Services plan (If the claim is processed by TPL and Medicaid has already paid, the claim must be adjusted. See the “Adjustments and Voids” section in this Billing Manual on page 40 for instructions.) o Children with Special Health Care Needs program o State Victims of Crime program

You can bill the recipient when… You may bill recipients only in the following situations: 



 

The recipient's Medicaid eligibility status is pending. If you bill the recipient and they are found eligible for Medicaid with a retroactive date that includes the date of service, you must return the entire amount collected from the recipient and then bill Medicaid. For this reason, it is recommended that you hold claims until after eligibility is determined. Medicaid does not cover the service and the recipient agrees to pay by completing a written, signed agreement that includes the date, type of service, cost, verification that the provider informed the recipient that Medicaid will not pay for the service, and recipient agrees to accept full responsibility for payment. This agreement must be specific to each incident or arrangement for which the client accepts financial responsibility. The TPL payment was made directly to the recipient or his/her parent or guardian. You may not bill for more than the TPL paid for services rendered. The recipient fails to disclose Medicaid eligibility or TPL information. If a recipient does not disclose Medicaid eligibility or TPL information at the time of service or within Medicaid’s stale date period, the recipient assumes full responsibility for payment of services.

Updated 09/01/2017 pv07/24/2017

Billing Manual 38

You may NOT bill the recipient when… You may not bill the recipient:    

For a missed appointment For co-payment indicated on a private insurance card For the difference between the amount billed and the amount paid by Medicaid or a TPL When Medicaid denies the claim because the provider failed to follow Medicaid policy

Incorrect TPL information If you believe there are errors in a recipient’s private insurance record, please contact Nevada Medicaid’s TPL vendor, Health Management Systems, Inc. (HMS), who will research and update the recipient’s file if necessary. HMS can be reached at: Phone: (775) 335-1040, Toll Free: (855) 528-2596 Fax: (972) 284-5959 Email: [email protected] Mail: HMS – NV Third Party Liability PO Box 12610 Reno, NV 89510

How should providers handle Medicare TPL discrepancies?

Do not send claims to HMS. Claim attachment for incorrect TPL After you have contacted HMS or DHCFP with the updated TPL information, you may submit your claim with an attachment letter stating the change (this is not required). If sending, the letter should be on your company letterhead and include dates of policy termination and the name of the insurance company representative with whom you spoke.

Discovering TPL after Medicaid pays If you discover the recipient has TPL after Medicaid has paid the claim:  

Bill the primary insurance After you have received payment from the primary insurance, submit a claim adjustment to Nevada Medicaid

Updated 09/01/2017 pv07/24/2017

Billing Manual 39

Chapter 6: Electronic data interchange EDI defined Short for electronic data interchange, EDI is the transfer of data between companies by use of a computer network. Electronic data transfers are called transactions. Different transactions have unique functions in transferring health care data. These will be described in this chapter. The American National Standards Institute (ANSI) Accredited Standards Committee (ASC) X12N sets the technical standards for health care EDI transactions. For more information on health care EDI transactions, visit http://www.x12.org.

Benefits of EDI There are many benefits to using EDI, such as:     

Quicker claims processing and quicker claims payment Verify claim status within 48 hours of submission Reduce claim errors by validating fields before the claim reaches Nevada Medicaid Save money on envelopes, preprinted forms and postage Eliminate certain data entry and document handling tasks

Common EDI terms The following are terms used by Nevada Medicaid when discussing EDI: Clearinghouse A clearinghouse is a business that submits claims to Nevada Medicaid on behalf of a provider. Payerpath is one example of a clearinghouse. When you use a clearinghouse, you send claim data from your computer to the clearinghouse. The clearinghouse performs a series of validation checks on the claim and then forwards it to Nevada Medicaid. Direct submitter A provider that submits electronic claims to Nevada Medicaid using their practice management software is a direct submitter. Service Center A Service Center is any entity that submits electronic claims to Nevada Medicaid. Clearinghouses and direct submitters are both service centers. If your business submits claims through a clearinghouse, your business is not a service center.

Updated 09/01/2017 pv07/24/2017

Billing Manual 40

All Service Centers must test with Nevada Medicaid and become approved before electronic claims from that Service Center can be processed.

Introducing Payerpath Payerpath is a clearinghouse contracted with Nevada Medicaid to provide free electronic claim submission for Medicaid claims. Medicaid claims submitted through Payerpath are free of charge to Medicaid providers. Payerpath is a claims management system that is accessed over the internet. Users can also interface Payerpath with their current practice management system to upload claims. Submitting claims through Payerpath requires an internet-ready computer. You will also need to register as discussed later in this chapter. Visit the Payerpath website at http://www.payerpath.com for more information and the supported browsers recommended by Payerpath.

Available transactions The following is a list of EDI transactions used by Nevada Medicaid: 

  

   

Transaction 270/271: A request from you (the provider) to verify recipient eligibility including program coverage and benefits and the Nevada Medicaid response to your request Transaction 820: Premium payment for enrolled MCO recipients Transaction 834: Recipient enrollment/disenrollment to an MCO Transaction 835/277U: The electronic Remittance Advice from Nevada Medicaid showing status and payment of the provider’s most recent claims. The 277U transaction is also supplied to show claims with a pended status Transaction 837D: Electronic dental claim submitted by the provider (paper equivalent is the ADA claim form) Transaction 837I: Electronic institutional claim submitted by the provider (paper equivalent is the UB-92/UB-04 claim form) Transaction 837P: Electronic professional claim submitted by the provider (paper equivalent is the CMS-1500 claim form) NCPDP: National Council for Prescription Drug Programs Batch submitted by pharmacy providers

Electronic remittance advice: To receive an electronic remittance advice, submit the Service Center Authorization Form for Providers (FA-37) as described below. Although multiple clearinghouses may submit claims on your behalf, only one Service Center can accept your electronic remittance advice. Paper remittance advices will cease approximately six billing cycles after you authorize an electronic remittance advice.

Updated 09/01/2017 pv07/24/2017

Billing Manual 41

EDI resources The following documents are provided on the Electronic Claims/EDI webpage. The Service Center Directory When considering electronic submission through a clearinghouse, you may want to refer to the Service Center Directory. This directory provides contact information for clearinghouses that currently meet Nevada Medicaid transaction requirements. Service Center User Manual The Service Center User Manual provides instruction for Service Centers, i.e., clearinghouses and direct submitters. It describes HIPAA requirements and Nevada Medicaid’s technical requirements for Secure File Transfer Protocol (SFTP), Secure Sockets Layer (SSL), transaction testing and more. Companion guides The companion guides are available on the Electronic Claims/EDI webpage. These guides provide clearinghouses and direct submitters with specific technical requirements for the submission of electronic claim data to Nevada Medicaid. Links The following websites provide additional information on EDI practices and standards.   

ANSI ASC X12N website at http://www.x12.org WEDI website at http://www.wedi.org/ CMS website http://www.cms.hhs.gov

Complete the forms as explained below and submit them using any of the three options below: Email them to: [email protected] Fax them to:

(775) 335-8502

Mail them to: Nevada Medicaid EDI Coordinator P.O. Box 30042 Reno, Nevada 89520-3042 Service Center Electronic Transaction Agreement (FA-35) The FA-35 defines the business relationship between the Service Center, the DHCFP and Nevada Medicaid. Complete this form if you are a direct submitter or clearinghouse that would like to send claims to Nevada Medicaid on behalf of providers.

Updated 09/01/2017 pv07/24/2017

Billing Manual 42

Service Center Operational Information Form (FA-36) The FA-36 provides Nevada Medicaid with your contact information, which electronic transactions you plan to provide and the contact information for your software vendor. Complete this form if you are a direct submitter or clearinghouse that would like to send claims to Nevada Medicaid on behalf of providers. Service Center Authorization Form for Providers (FA-37) The FA-37 allows you to:  Authorize or terminate a transaction type  Authorize or terminate processing of your electronic remittance advice Submit one FA-37 form for each billing NPI/API. Payerpath Registration Form (FA-39) To register for Payerpath’s free claim submission service, each provider business must complete one FA-39 form. Registration scenarios This section describes which forms to submit in each of four circumstances.  Submit claims through Payerpath: Submit FA-37 and FA-39. After your registration forms are processed, Nevada Medicaid will contact you with your username and initial password, which you can use to log on to Payerpath’s website and begin submitting claims.  Submit claims through a clearinghouse: Submit FA-37 to give the clearinghouse permission to send/receive transactions on your behalf. Nevada Medicaid will notify the clearinghouse that you have registered to send/receive electronic transactions through them. Your clearinghouse will assist you in further setup and/or testing.  Submit claims using your current practice management software: Submit one FA-35 form, one FA-36 form, and one FA-37 form. Nevada Medicaid will contact you with your username, your initial password and your Service Center Code so that you may begin testing.  Submit claims on behalf of providers (for clearinghouses): Submit one FA-35 form and one FA-36 form. Nevada Medicaid will contact you with your username, your initial password and your Service Center Code so that you may begin testing.

Updated 09/01/2017 pv07/24/2017

Billing Manual 43

Chapter 7: Frequently asked billing questions Which NPI do I use on my claim? If you work with a facility or a group practice, you will have one NPI for yourself and one for the entity. To properly complete and submit your claim, follow the claim form instructions (for paper claims) or companion guides (for electronic claims). These discuss field by field where to put provider and entity identifying information.

Which code do I use on my claim? Use HIPAA-compliant codes from the Revenue code, CPT, International Classification of Diseases, version 9 (ICD-9) or version 10 (ICD-10) and Healthcare Common Procedure Coding System (HCPCS) books that are current for the date of service on the claim. Unspecified procedure codes may be used only when you are unable to locate a suitable code for the procedure or service provided. Use ICD-9 codes on claims with dates of service prior to October 1, 2015. Use ICD-10 codes on claims with dates of service on or after October 1, 2015.

How do I submit a clean paper claim? Claim accuracy, completeness, and clarity are very important. Complete all fields as described in the claim form instructions. Use only forms with red drop-out ink and:       

Do not write on or cover the claim’s bar code Do not fold, staple or crease claims Use blue or black ink If handwriting, print legibly Keep names, numbers, codes, etc., within the designated boxes and lines Rubber stamp signatures are acceptable Include a return address on all claim envelopes

Send any necessary attachments with your claim (claim form on top, attachment on the bottom).

What is the timely filing (stale date) period? Claims without TPL that are submitted by in-state providers must be received within 180 days of the date of service or date of eligibility decision – whichever is later. Claims with TPL and claims submitted by out-of-state providers must be received within 365 days of the date of service or date of eligibility decision – whichever is later.

The 180 or 365 days is calculated by subtracting the last date of service from the date the claim was received.

Updated 09/01/2017 pv07/24/2017

Billing Manual 44

Inaccurate, illegible or incomplete claims If a claim is denied or returned to you (e.g., illegible or incomplete claims), you are not given an additional 180 or 365 days to resubmit. Timely filing is always based on date of service or date of eligibility. Exception to the stale date period An exception to the timely filing limitation may be granted if you document delays due to errors on the part of the DWSS, DHCFP or Nevada Medicaid. If this applies to your claim, submit your claim and receive a denial for timely filing limitations. Then, follow the requirements in the appeals section of this manual to submit a claim appeal.

How much do I bill for a service? Bill your usual and customary charge that is quoted, posted, or billed for that procedure and unit of service. Exceptions are Medicare assignment (billing at the Medicare fee schedule), sliding fee schedules that are based on a recipient’s income, contracted group discount rates or discounts given to employees of the provider.

What attachments can be required? Sometimes a claim will require additional documentation, called an attachment. The four cases in which Nevada Medicaid requires an attachment are described below. 1. Explanation of Benefits For paper claims, if a recipient has TPL, attach a copy of the other carrier's EOB to each claim. For electronic claims where Medicaid is the secondary payer, enter TPL information from your EOB into the appropriate electronic fields (no attachment required). Claims with more than one payer prior to Medicaid must be submitted on paper. 2. Hysterectomy Acknowledgement Form A paper (not electronic) claim must be submitted for hysterectomy services. Attach the FA-50 form with the appropriate section completed. Complete section I if the woman received the required hysterectomy information before surgery; complete section II if the woman received the information after the surgery; or complete section III if the woman was already sterile at the time of the surgery or if the surgery was performed on an emergency basis. 3. Sterilization Consent Form A paper claim (not electronic) must be submitted for sterilization procedures. Attach a Sterilization Consent Form. You may use the FA-56 form on the Nevada Medicaid website, or any Sterilization Consent Form that meets federal requirements. 4. Abortion Affidavit or Declaration A paper (not electronic) claim must be submitted for an abortion. If the procedure terminates a

Updated 09/01/2017 pv07/24/2017

Billing Manual 45

pregnancy resulting from of an act of rape or incest, submit the FA-52 form or FA-53 form as appropriate. If, in the opinion of the physician, the pregnant woman is unable, for physical or psychological reasons, to comply with the reporting requirements for abortion services, the recipient may sign the FA-54 form for a pregnancy resulting from rape or the FA-55 form for a pregnancy resulting from incest. Sterilization and Abortion Policy Billing Instructions guide for Medicaid is located on the Billing Information webpage.

What else should I know about attachments?        

A copy of the recipient’s medical record and proof of eligibility are not required. If multiple claims refer to the same attachment, make a copy of the attachment for each claim. Only one copy of the attachment is required for multi-page UB claims If an attachment has information on both sides of the page, copy both sides and attach the copies to the claim. Attachments must be size 8.5” x 11” in order to be processed. If the attachment is smaller than 8.5” x 11”, tape the attachment to paper that size. Place the claim form on top of its attachment. Please refrain from using staples. You may use paper clips, binder clips or rubber bands to group claims and/or attachments. Claims for hysterectomy, sterilization and abortion procedures must be submitted on paper—not electronically.

Updated 09/01/2017 pv07/24/2017

Billing Manual 46

Chapter 8: Claims processing and beyond Claims processing Providers are required to submit claims that are in compliance with Medicaid policies. Nevada Medicaid uses a Medicaid Management Information System (MMIS) to process all claims. The MMIS performs hundreds of validations on each claim. Examples include (but are not limited to):     

Does the provider have a valid contract with Nevada Medicaid? Was the recipient eligible for services? Was prior authorization obtained for the service (if applicable) and was the service provided within the approved dates? Was TPL billed prior to Medicaid? Has this claim been sent to Nevada Medicaid previously (duplicate claim)?

If it fails one of these edits, the MMIS will issue a denial, pend status or partial payment (cutback). Provider Preventable Condition (PPC) Denial: This denial is issued when the service or a portion of the service is directly related to an undesirable and preventable medical condition acquired by a recipient during the course of receiving treatment at that facility. This denial does not consider medical necessity. See MSM Chapter 100 Section 105.2A.4.

How to check claim status Through EVS, ARS or a swipe card system, you can access the status of your claims. Please wait 24 hours to check claim status if the claim was submitted electronically and 30 days if the claim was submitted on paper.

Your remittance advice Nevada Medicaid generates a Remittance Advice (RA) for all providers with claims activity in a given week. Your RA provides details about the adjudication of your claims. Nevada Medicaid provides a paper RA by default. You can receive electronic RAs by submitting form FA-37 (setup takes 1-2 weeks). Please work with your clearinghouse to ensure you receive all information that Nevada Medicaid sends in its electronic RA. For paper RAs, you will receive one RA for Nevada Medicaid, one RA for Nevada Check Up (if applicable) and one RA labeled ZZ (if applicable) for recipients who are unassigned to a benefit plan at the time of claims processing.

Updated 09/01/2017 pv07/24/2017

Billing Manual 47

RA messages Your weekly remittance advices may include important announcements for providers and billing staff. Please pay attention to these messages and disseminate them to all appropriate parties.

Frequently asked RA questions Can I see my RA online? Yes. You can access your remittance advice online through the Provider Web Portal. Please access via the Secure Provider pages under “Search Payment History”. What does an asterisk in front of an ICN signify on my RA? An asterisk (*) in front of an ICN identifies the claim as a historical claim. Nevada Medicaid is notifying the provider that the check submitted to reimburse Medicaid for an overpayment has been posted to the requested recipient account(s). Because this claim data is informational only, it is not included in the payment amount at the end of your RA. Therefore, the total reimbursement will not balance to the claims on the RA. If my claim is denied for failing to bill TPL before Medicaid, will my RA display the TPL information? Your RA shows the name and contact information for only one TPL source. It is important to check EVS to see if there are additional payers before you resubmit the claim to Medicaid. On my RA, some paid amounts include CR and DR labels. What do these mean? CR means that a credit has been applied to the account and money has been retracted from the provider. DR means that a debit has been applied to the account and money has been credited to the provider. What information is included on my RA? Nevada Medicaid sends the following information (and more) to providers via their RA. If you are receiving an electronic RA and do not see this information, please contact your RA vendor/clearinghouse so that they can update the information transmitted to you.          

Recipient ID and name NPI/API of the billing (Group) provider Internal Control Number (ICN) of the processed claim RA messages (important billing updates/reminders from DHCFP or Nevada Medicaid) History adjustments TPL Information (one carrier only) Edit Codes and their descriptions CR (credits) and DR (debits) from adjustments Negative Balances Financial Transactions

Updated 09/01/2017 pv07/24/2017

Billing Manual 48

Parts of the ICN When Nevada Medicaid receives a claim, the claim is assigned an ICN for tracking purposes. An ICN contains the following information about the claim:  

 

Digits 1 through 7 denote the year and the Julian date in the format YYYYDDD Digit 8 denotes the media type as follows: o 0 – Recycled, paper claim o 2 – Original, paper claim o 5 – Special batch claim o 6 – POS claim o 7 – Electronic claim o 8 – Recycled, electronic/EDI claim o 9 – Reprocessed, encounter claim o C – Clinical Claim Editor, new line o I – Internally adjusted claim o K – Clinical Claim Editor, voided line o S – MMIS-generated mass adjustment Digits 9-14 denote the sequential document number assigned by Nevada Medicaid Digits 15 and 16 denote the claim line

ICNs for adjusted claims Each time Nevada Medicaid adjusts a claim, the claim is given a new ICN. A claim’s original ICN is the last ICN assigned to the claim. Always refer to the claim’s last paid ICN when requesting an adjustment. To match an original claim with its adjustment, compare the Recipient ID and the date of service on the claims.

Pended claims A claim suspends processing or pends when the MMIS determines there is cause to review it manually. While a claim is pending, there is no action required by you.

Denied claims If your claim is denied, compare the EOB Code on the RA with your record of service. This is located near the end of your RA. For example, if a denied claim denotes recipient ineligibility, check your records to verify that the correct dates of service were entered on your claim and that the recipient was Medicaid eligible on the date of service.

Updated 09/01/2017 pv07/24/2017

Billing Manual 49

If you do not agree with a claim denial, you may contact the Customer Service Center at (877) 638-3472. Certain denials can be resolved by phone. If this is not the case for your claim, the representative may be able to advise you how to resubmit your claim so it can be paid.

Resubmitting a denied claim To resubmit a denied claim, complete and submit the claim form as specified in the CMS-1500, UB or ADA claim form instructions located on the Provider Billing Information webpage. You can refer to the claim’s EOB Code on your remittance advice to help you fix the error (see previous section). When you resubmit a denied claim, do not include an ICN or Adjustment/Void Reason code on your resubmission.

Adjustments and Voids Adjustments and voids must be submitted within the stale date period outlined in Chapter 7 of this manual. Only a paid claim can be adjusted or voided (adjustments/voids do not apply to pended and denied claims). Remember that pended claims require no action from the provider and resending a denied claim is considered a resubmission as discussed in the previous section.

Can I adjust or void a claim electronically?

If you believe your claim was paid incorrectly, please call the Customer Service Center at (877) 638-3472. Certain errors can be corrected over the phone. If this is not the case for your claim, the representative can assist you in determining a course of action for correcting the error. Paper adjustments and voids To adjust or void a paper claim, complete the special adjustment/void instructions in the CMS-1500 or UB claim form instructions located on the Provider Billing Information webpage. Remember:   

Include the last paid ICN assigned to the claim and an Adjustment/Void Reason code. These codes are located with each of the claim form instructions. Submit only one claim line per paper form. (Applies only to the CMS-1500 claim form.) Attach an EOB to show any TPL payments, if applicable.

Mail the claim form and the EOB (if applicable) to Nevada Medicaid, P.O. Box 30042, Reno NV 89520-3042. Electronic adjustments and voids For electronic adjustments and voids, refer to instructions in the applicable Companion Guide: 837I or 837P, which are posted on the Electronic Claims/EDI webpage.

Updated 09/01/2017 pv07/24/2017

Billing Manual 50

Overpayment If you have been overpaid for a claim, please refund Nevada Medicaid by sending a check for the overpayment amount to: Nevada Medicaid Attention: Finance Department P.O. Box 30042 Reno, NV 89520-3042 Include with your check, a letter or other document that contains:  Claim’s ICN  Recipient ID  Amount paid  Brief explanation of the overpayment

Claim Appeals Providers have the right to appeal a claim that has been denied. Appeals must be post marked no later than 30 calendar days from the date on the remittance advice listing the claim as denied. If your appeal is rejected (e.g., for incomplete information), there is no extension to the original 30 calendar days. Per MSM Chapter 100, Section 105.2C titled Disputed Payment, appeal requests for subsequent same service claim submissions will not be considered. That is, if a provider resubmits a claim that has already been denied and another denial is received, the provider does not have another 30 day window in which to submit an appeal. Such appeal requests will be rejected. How to file a claim appeal To submit a claim appeal, include each component listed below: 

 

A completed form FA-90 (Formal Claim Appeal Request) or a cover letter that contains all of the following: o Reason for the appeal. o Provider name and NPI/API. o The claim’s ICN (claim number). o Name and phone number of the person Nevada Medicaid can contact regarding the appeal. Documentation to support the issue, when applicable, e.g., physician’s notes, ER reports. An original signed paper claim that may be used for processing should the appeal be approved. The billing provider or authorized representative must sign and date the claim. Original, rubber stamp and electronic signatures are accepted.

Mail your claim appeal (FA-90 or cover letter, documentation and original signed paper claim) to: Nevada Medicaid Attention: Claim Appeals

Updated 09/01/2017 pv07/24/2017

Billing Manual 51

P.O. Box 30042 Reno NV 89520-3042. Mail claim appeals (and appeal documentation cited above) separately from other claims, e.g., adjustments, voids, original submissions and resubmissions. See the Prior Authorization chapter of this Billing Manual for the address for submitting prior authorization appeals. E-mail Option The claim appeal may be submitted via e-mail to [email protected] To submit via email, scan the cover letter or the completed form FA-90 and all supporting documents, including the original signed claim, and attach all items to one email. Please send the documents using secure email and write “Claim Appeal” in the subject line. Please note: If the claim appeal is submitted via e-mail, all future correspondence regarding the appeal will be done via e-mail. After You File an Appeal Nevada Medicaid researches appeals and retains a copy of all documentation used in the determination process. Nevada Medicaid sends a Notice of Decision letter when a determination has been reached. Fair Hearings If your appeal is denied, you can request a fair hearing. When applicable, instructions for requesting a fair hearing are included with your Notice of Decision. A fair hearing request must be received no later than 90 days from the notice date on the Notice of Decision letter. The day after the notice date is considered the first day of the 90-day period. For additional information on Fair Hearings, please refer to MSM Chapter 3100.

Provider payment Nevada Medicaid sends all provider payments via electronic funds transfer (EFT). To change the bank account to which your funds are deposited, complete and submit form FA-33. Nevada Medicaid tracks and monitors all EFTs to detect and resolve problems that may arise.

Updated 09/01/2017 pv07/24/2017

Billing Manual 52

Glossary ADA – American Dental Association: A professional association of dentists committed to the public’s oral health, ethics, science and professional advancement. http://www.ada.org ADHC – Adult Day Health Care: ADHC facilities provide temporary or permanent daytime care for aged or infirm persons, age 18 years and older. ADHC consists of structured, comprehensive and continually supervised components provided in a protective setting. Halfway houses and services for recovering alcoholics or drug abusers are not a part of ADHC services. AMA – American Medical Association: The American Medical Association helps doctors help patients by uniting physicians nationwide to work on the most important professional and public health issues. http://www.ama-assn.org ANSI (ASC X12N) – American National Standards Institute: The Institute oversees the creation, promulgation and use of thousands of norms and guidelines that directly impact businesses in nearly every sector. ASC X12, chartered by ANSI in 1979, develops electronic data interchange (EDI) standards for national and global markets. With more than 315 X12 EDI standards and increasing X12 XML schemas, ASC X12 enhances business processes, reduces costs and expands organizational reach. Members include standards experts from health care, insurance, transportation, finance, government, supply chain and other industries. http://www.x12.org API – Atypical Provider Identifier: Atypical Providers are individuals or organizations that are not defined as healthcare providers under the National Provider Identifier (NPI) Final Rule. Atypical providers may supply non-healthcare services such as non-emergency transportation or carpentry. ARS – Automated Response System: The Nevada Medicaid automated system that provides access to recipient eligibility, provider payments, claim status, prior authorization status, service limits and prescriber IDs via the phone. CDT – Current Dental Terminology: Current Dental Terminology (CDT) is a reference manual published by the American Dental Association that contains a number of useful components, including the Code on Dental Procedures and Nomenclature (Code), instructions for use of the Code, Questions and Answers, the ADA Dental Claim Form Completion Instructions, and Tooth Numbering Systems. http://www.ada.org/ada/prod/catalog/cdt/index.asp CMS – Centers for Medicare & Medicaid Services: A federal entity that operates to ensure effective, up-to-date health care coverage and to promote quality care for beneficiaries. http://www.cms.hhs.gov CPT – Current Procedural Terminology: CPT® was developed by the American Medical Association in 1966. Each year, an annual publication is prepared, that makes changes corresponding with significant updates in medical technology and practice. The 2007 version of CPT contains 8,611 codes and descriptors. http://www.amaassn.org/ama/pub/category/3884.html

Updated 09/01/2017 pv07/24/2017

Billing Manual 53

DHCFP – Division of Health Care Financing and Policy: Working in partnership with the Centers for Medicare & Medicaid Services, the DHCFP develops policy for and oversees the administration of the Nevada Medicaid and Nevada Check Up programs. DME – Durable Medical Equipment: A DME provider provides medical equipment that can withstand repeated use, is primarily and customarily used to serve a medical purpose, is generally not useful to a person in the absence of illness or injury and is appropriate for use in the home. DOD – Date of Decision: The date on which a recipient was determined eligible to receive Nevada Medicaid or Nevada Check Up benefits. EDI – Electronic Data Interchange: The transfer of data between companies by use of a computer network. Electronic data transfers are called transactions. Different transactions have unique functions in transferring health care data, e.g., eligibility requests/responses and claim submission. EFT – Electronic Funds Transfer: EFT provides a safe, secure and efficient mode for electronic payments and collections. EOB – Explanation of Benefits: An EOB gives details on services provided and lists the charges paid and owed for medical services received by an individual. EVS – Electronic Verification System: EVS provides 24/7 online access to recipient eligibility, claim status, prior authorization status and payments. FFS – Fee-For-Service: A payment method in which a provider is paid for each individual service rendered to a recipient versus a set monthly fee. HCPCS – Healthcare Common Procedure Coding System: An expansion set of CPT billing codes to account for additional services such as ambulance transport, supplies and equipment. HIPAA – Health Insurance Portability and Accountability Act: A federal regulation that gives recipients greater access to their own medical records and more control over how their personally identifiable health information is used. The regulation also addresses the obligations of healthcare providers and health plans to protect health information. ICD-9 – International Classification of Diseases, 9th Revision: A listing of diagnoses and identifying codes used by physicians for reporting diagnoses of recipients. Use for claims with dates of service prior to October 1, 2015. ICD-10 – International Classification of Diseases, 10th Revision: A listing of diagnoses and identifying codes used by physicians for reporting diagnoses of recipients. Use for claims with dates of service on or after October 1, 2015. ICN – Internal Control Number: The 16-digit tracking number that Nevada Medicaid assigns to each claim as it is received.

Updated 09/01/2017 pv07/24/2017

Billing Manual 54

MCO – Managed Care Organization: A company contracted with the DHCFP to ensure the provision of covered, medically necessary services to its eligible population. MCOs are paid a risk-based capitated rate for each eligible enrolled recipient. Each MCO contracts individually with certain providers to provide services in accordance with the standards and policies of Nevada Medicaid and Nevada Check Up. MMIS – Medicaid Management Information System: An intricate computer system programmed to assist in enforcing Nevada Medicaid and Nevada Check Up policy. MSM – Medicaid Services Manual: The manual maintained by the DHCFP that contains comprehensive state policy for all Medicaid providers and services. NPI – National Provider Identifier: A 10-digit number that uniquely identifies all providers of health care services, supplies and equipment. PASRR – Preadmission Screening and Resident Review: A federal requirement to help ensure that individuals are not inappropriately placed in nursing homes for long term care. PASRR requires that 1) all applicants to a Medicaid-certified nursing facility be evaluated for mental illness and/or intellectual disability; 2) be offered the most appropriate setting for their needs (in the community, a nursing facility, or acute care settings); and 3) receive the services they need in those settings. PCS – Personal Care Services: A Nevada Medicaid program that provides human assistance with certain activities of daily living that recipients would normally do for themselves if they did not have a disability or chronic condition. See MSM Chapter 3500 for details. PDL – Preferred Drug List: A list of drug products typically covered by Nevada Medicaid and Nevada Check Up. The PDL limits the number of drugs available within a therapeutic class for purposes of drug purchasing, dispensing and/or reimbursement. QMB – Qualified Medicare Beneficiary: A recipient who is entitled to Medicare Part A benefits has income of 100% Federal Poverty Level or less and resources that do not exceed twice the limit for SSI eligibility. QMB recipients who are also eligible for full Medicaid benefits have a QMB Plus eligibility status. QMB recipients not eligible for Medicaid benefits have a QMB Only eligibility status. RA – Remittance Advice: A computer generated report sent to providers that explains the processing of a claim. TPL – Third-Party Liability: An insurer or entity other than Medicaid who has financial liability for the services provided a recipient. For example, injuries resulting from an automobile accident or an accident in a home may be covered by auto or home owner’s insurance.

Updated 09/01/2017 pv07/24/2017

Billing Manual 55

Comments